Executive Assistant To Director

Role & responsibilities

JOB SUMMARY

The purpose of the Senior Admin Assistant is to provide analytical and specialized administrative support to relieve executive, administrative, and line and staff managers of complex details and advanced administrative tasks. Scheduling/coordinating meetings, diaries, and travel arrangements. Work is generally of a critical or confidential nature. Assignments may be found in several functional areas to add value to our Customers and the Company at the Plant.

SCOPE OF RESPONSIBILITY :

• Manage stakeholders' calendars to ensure meetings are in place.
• Coordinate and assist in travel arrangements. Include making flight, hotel, visa, local car arrangements, set up meetings, internet check-in before flight departure. Prepare travel folders.
• Assist to process T&E claim via Concur.
• Maintain and update of Management and department Movement Chart for better visibility.
• Monitor and Track department yearly compulsory trainings to ensure 100% completion before due corporate due date i.e... Annual Ethics Training, Security Awareness Training and Safety Training etc.
• Carry out ad-hoc assignments as required i.e., sit in department meeting, generate reports, minutes writing, working with excel and preparing slides.
• Logistics support for visitors in town.
• Logistics support for quarterly All Employee Meeting.
• Administrative support for Management Meeting and Department Meeting.
• Ensure Department Organization Chart is updating real-time in SharePoint.
• Assist department on logistics for workshop held in-house or offsite. I.e. Lunch arrangement.
• Assist department in handling of courier document, mails distribution and parcels/parts shipment.
• Assist department in office supplies management i.e., stationery, IT supplies.
• Assist Manager/department for shopping cart buy on behalf purchase and confirmation (if there is any).
• Contribute ideas and collaborate with different teams in at least 1 quarterly team meeting and other projects.
• Transcription - Business Transcription of recorded meetings, events, conference etc.
• Enjoys problem solving.
• Able to prioritize effectively.
• Strong project management skills.
• Comfortable using IT database systems.
• Reception coverage when receptionist is out of the office.

Educational Qualifications / Work Experience:

• Candidates must possess bachelor's or master's degree.
• Minimum 5 years of executive assistant or secretarial experience is required.

Work Timings: 8AM to 5PM [Monday to Friday]

Note: Company provided cab and food facility can be availed.